Management Assistant

Management Assistant

Imec

Leuven, Belgium

Join Imec’s Business Development team and play a key role in ensuring seamless operations with your administrative and organizational expertise!

What you will do

Imec’s Business Development Team Department is currently looking for a reliable Management Assistant to support our directors, group leaders, team managers, and the rest of the large team.

Your administrative and organizational skills will be crucial in ensuring our team operates smoothly and efficiently.

Your responsibilities are:

• Agenda Management: Oversee and maintain the directors' schedules;
• Meeting Coordination: Organize and manage internal and external meetings, conferences, business trips, lunches, dinners, and team events;
• Workflow Follow-Up: Proactively track and manage various workflows, including purchase and travel requests, and external workforce coordination;
• Onboarding Support: Assist with onboarding new employees and managing the exit process for departing staff;
• Financial Support: Assist managers and team members with financial processes, including ordering, invoice handling, and membership;
• General Support: Serve as the go-to person for general support, advice, and addressing questions and needs;
• Shipment Documentation: Prepare documents for the shipment of goods;
• Operational and Administrative Tasks: Manage order and stock of stationery, desk and PC allocations;
• Travel Coordination: Book flights, accommodation…

Who you are

• You have extensive experience as a management assistant in a corporate environment;
• You have excellent organizational skills; you can multi-task and prioritize efficiently;
• You are hands-on and stress resistant;
• You like to get things done in the most efficient way;
• You can connect well with others and can easily build a relation of trust;
• You are assertive in a diplomatic way;
• You thrive in collaborative environments but are equally adept at working independently and taking the initiative;
• You have excellent communication skills in English (verbal and in writing);
• You are proficient with Microsoft office (Outlook/Word/PowerPoint/Excel/Teams), SharePoint, OneDrive.